Pitfalls for managers and policy makers 1

There is no management action to support policies and
procedures

Policies and procedures are not supported by management
action

Almost all local authorities have policies and procedures
which cover recording. Whilst policies and procedures can
support effective recording, the findings from research
and inspections suggest that it is when policies and procedures
are combined with management action that significant benefits
occur, both in the quality of work and in relationships
with service users (1).

File audits are not carried out regularly

Routine file auditing is one way managers can ensure that
departmental policies and procedures are being followed.
Routine auditing has been linked with improvements in practice
(2). 'Recording with Care' contains copies of the checklists used
by the Social Services Inspectorate to audit files.

It is important to differentiate between quantitative and
qualitative auditing. Quantitative audits consider whether
the file is up to date, contains all the relevant documentation
and that the documentation has been properly completed.
Qualitative auditing considers the quality of the recording
on file, and whether it reflects good practice. Although
these can be conducted independently both are necessary.
The record may be up to date and contain all the relevant
documentation, but the quality of the recording may be poor
or inappropriate to the needs of the child. Similarly, the
record may be of a high standard, but out of date.

Records are not used in supervision

Supervisors and front line managers can play a key role
in both monitoring and developing effective recording (3). Research suggests that often records are only used in supervision
in complex cases, or where something has gone wrong (4).
However, by using case records in supervision, supervisors
and front line managers can evaluate both the quantitative
and qualitative elements of recording. They are able to
promote recording by emphasising its role in supporting
good practice and as a key part of the social work service
to children and families (5). This will be especially important where practitioners view recording
as fulfilling only a management function.

In order to do this supervisors and front line managers
require support with training and clear guidance (6).

References

1. Social Services Inspectorate (1999)
Recording With Care. Inspection of Case Recording in
Social Services Departments. Department of Health, London.

2. Social Services Inspectorate (1999)
Recording With Care. Inspection of Case Recording in
Social Services Departments. Department of Health, London.